Welcome to Lesson 8 of the self-guided onboarding program!
If you do not see this module or features discussed in this article in your eCompliance instance and are interested in adding them, please contact your Customer Success Manager or shared email:firstname.lastname@example.org
Lesson 8 - Action Items Video
Watch the below video on the eCompliance action item process. Detailed instructions follow the video.
By the end of this lesson you'll learn:
- How to create and assign an action item
- The start to finish action item workflow
- How to configure the Priority Ranking
- How action items can be opened in multiple areas throughout eCompliance
The Action Items Module is the eCompliance corrective action workflow to ensure that deficiencies are dealt with in an efficient manner.
Create Action Item
Click on Create Action Item to begin the creation and assigning of an action.
The core fields to fill out are:
- Action Required - Treat this field like you would the subject line of an email. Keep it simple and actionable.
- Target Start Date - The date that this action item will start. By default, it is set to the current date.
- Due Date - The date that this action needs to be completed by.
- Priority Ranking - Decide on a priority level for this action, which will, in turn, decide on when this action is due. This feature is to remove the ambiguity of deciding on a due date.
- Assign To - Action items are one to one, you need to assign this action item to an employee. The field is an employee lookup, which will pull up employee names in the system as you start to type.
Hit the Create button at the bottom to assign your action item.
Tip: You can assign yourself as the recipient of an action item to use as a reminder.
Action Item Workflow
The below visual is the standard action item workflow from start to finish.
- Creator - The creator of the action item
- Owner - The recipient of the action item
- State of the Action Item - The stages that the action item moves through
- Envelope Icon - Indicates that an email notification has been sent to the Creator or Owner based on the action taken.
All open action items will be viewable on the main Action Items module, indicating important fields such as Due Date, Created By, and Assigned To.
Important: Completed action items can be found by clicking on the link in the top left-hand corner of the main screen.
There are also high-level reports on the main screen to slice the data in a few ways.
The description and days to complete for the Priority Ranking can be changed by clicking Priorities.
Changing the description and days to complete allows you to better align the Priority Ranking to your organization.
Important: The ranking numbers and the color mapping can not be altered.
The Origin column captures where an action item is created.
Along with opening an action item through the module, you can also create an action item through the Program module, tying it to a specific element.
You will also be able to open an action item in the middle of filling out a form, tying the action item to the specific question.
Tip: Most of the time an action item will be opened while completing a form as it adds context to the action just by being linked directly to the deficiency noted on the form.
This concludes Lesson 8, next we focus our attention on submitting and signing off forms.
Top 3 key takeaways from this lesson are:
- Action items in eCompliance are one-to-one between a creator and an owner
- Priority Ranking will mitigate due date ambiguity
- Priority Ranking description and days to complete can be personalized to your organization
Homework: Before proceeding to the next lesson review and make adjustments to the Priority Ranking and open an action item and assign it to a fellow employee or yourself to familiarize yourself with the workflow.
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